Batch superannuation processing with HeroClear

You can create a super batch as soon as a pay run has been finalised.

1. Log in to Employment Hero Payroll.
2. Click on Pay Runs on the left-hand side navigation bar.
3. Open the finalised pay run.
4. Click Create super payment.
5. The platform will generate a super batch using HeroClear.

This method allows you to create a batch using one or more finalised pay runs from the Super Payments section in Employment Hero Payroll. 

1. Log in to Employment Hero Payroll.
2. Go to Reports from the main dashboard.
3. Select Super payments.
4. Click New super payments batch.
5. Select HeroClear.
6. Use the paid date filter to select a date or date range.
7. Click on Validate. 
8. Click on Submit.
9. Click on Submit Payment in the popup window.

Once submitted, you can view the following information:

• Super batch number
• Total payment amount
• Submitted date
• Funding method

Processing timelines will also be available.

1. Log in to Employment Hero Payroll.
2. Click on Reports
3. Click on Super contributions.
4. Run the report using a date range, or
5. Switch to Super batch mode and select a specific batch ID.

The report will include all contributions within the selected criteria.

If employee details are missing or invalid (for example, an incorrectly formatted TFN), you may see errors or warnings. 

An error will appear in red text, and you will need to correct the data before submitting the batch payment.

A warning will appear in orange text, and is informational only - you will not have to update any details prior to submitting the batch payment. 

To rectify any errors, follow the below instructions.

1. Update the employee details in their profile.
2. Return to the super batch.

3. Select the Validate button.

4. If you update any of the following fields:

   • First name
   • Surname
   • Gender
   • Email
   • Home phone
   • Work phone
   • Residential address
   • Date of birth
   • Tax file number
   • Fund member number

   then you will be asked to refresh the employee data. Refresh the employee data by clicking the Refresh employee data button.

5. Confirm all errors are resolved before submitting.
6. Once the details are correct, click on Submit. 

Employers can now register and use multiple funding methods, including:

• PayTo mandates
• Direct Debit authorities
• PayID instructions

What Is This Feature?

Businesses using HeroClear previously had no way to require financial sign-off before superannuation payments left their account. HeroClear Payment Approvals adds a mandatory approval step to the super payment flow, so a trusted person (like a CFO or Finance Director) must review and authorise each payment batch before it's processed.

Who Is Involved?

There are two key roles:

Primary Approver The main person responsible for reviewing and authorising super payment batches. They must accept their role before the approval gate activates. Any Managed User in the payroll account can be nominated by a Payroll Admin.

Backup Approver Steps in if the Primary Approver has not acted within 4 hours. Must be a different person from the Primary. They also receive an invitation and must accept their role, but their acceptance alone does not activate the approval gate — the Primary must accept first.

Which payments does this apply to?

The approval gate only applies to super batches funded via Direct Debit or PayTo. Batches using other payment methods proceed without an approval gate.

How Does Setup Work?

The Payment Approver setup step is located in the optional section at the bottom of the HeroClear onboarding screen, below the PayID Test guidance. It can be skipped during onboarding and configured later from settings.

If there are no eligible Managed Users to select, the admin sees a message explaining that Managed Users need to be added to payroll first, with a link to do so.

Multi-entity organisations: Payment approval setup is scoped to the entity currently selected in the HeroClear entity dropdown. Configuring approvers for one entity has no effect on other entities. The same person can be nominated as approver across multiple entities, but setup must be completed separately for each.

What Emails Are Sent, and When?

The Approval Flow (Step by Step)

1. Payroll Admin submits a super batch via HeroClear

2. The batch pauses at a new "Awaiting Payment Approval" step in the processing timeline — it does not proceed to processing until an approver acts

3. Primary Approver receives an email and logs in to review

4. Once the approver acts, the "Awaiting Payment Approval" step is replaced — approved batches show "Payment Approved" and continue; rejected batches show "Payment Rejected" and stop

5. Once approved, payment is automatically processed via Direct Debit or PayTo — no further action is needed from the admin

Approving a Batch

The approver can approve from the review screen. A confirmation prompt is shown before the approval is finalised. After approving, the approver sees confirmation that the payment has been approved and will proceed.

Rejecting a Batch

The approver can reject a batch and optionally provide a reason. A confirmation prompt is shown before the rejection is finalised. The rejected batch cannot be amended or resubmitted — the admin must create a new payment batch to try again.

The Review Screen

The review screen shows the organisation name, employing entity name (for multi-entity orgs), pay period, total super payment amount, and number of employees. The approver can expand to see a full per-employee breakdown with individual contribution amounts. The review screen is desktop only — it is not available on mobile.

Managing Approvers (Admin Settings)

Key things to know for support tickets:

• The admin can replace or remove approvers at any time. When changed, the newly nominated person receives a fresh invitation to accept their role.

• Changes to approvers take effect for the next payment batch — any batch already awaiting approval is not affected.

• The admin can enable or disable the approval gate from settings. Disabling it removes the gate for future batches immediately, but does not affect any batch already awaiting approval.

• If a nominated approver's access is revoked or they leave the organisation, the payroll admin receives an alert to reconfigure approvers. In-flight approval requests are held in pending state until new approvers are set up.

Key Limitations to Be Aware Of

• SMS notifications are not available — email only for this version.

• Leave-based escalation (e.g. primary approver being on leave) is not supported in this version.

• The feature currently covers superannuation payments only — wages payments are not in scope yet.

• The approval gate only activates once the Primary Approver has accepted their invitation — a pending primary means no gate.

Yes. You can export a SAFF file from EH Payroll and use it with an external clearing house. Any external process must still meet your super compliance obligations and may incur additional clearing house fees.

HeroClear does not impose specific amount restrictions, though individual banks may apply transfer limits.

Check the following:

• Has the payment been made?
• Was the correct reference number used?
• For PayID — was the PayID valid and registered?

If payment has been confirmed but the batch is still stuck, contact Employment Hero support with the batch ID.

Yes. Adding extra text to the payment reference (e.g. appending the word "Super") may cause issues with payment matching. Contact Employment Hero support so the payment can be traced and correctly allocated.

• For PayID batches pending payment: Possible, but requires Employment Hero's assistance — there is no self-service cancellation yet.
• For automated payment batches (Direct Debit/PayTo): Only possible while HeroClear Payment Approvals is enabled and the batch is still in 'Awaiting approval' status - once it progresses past that, cancellation after submission is not possible. If urgent, contact Employment Hero support immediately.

Not currently. HeroClear uses the fund details recorded on the employee file at the time the batch is created. To switch funds, you should:

1. Update the fund on the employee file
2. Remove the employee from the current batch
3. Resubmit the batch for the remaining employees
4. Create a separate batch for that employee with the new fund

Common causes include:

• Incorrect or invalid member numbers (including hidden special characters)
• Member number exceeding 20 characters
• Incorrect fund USI or TFN issues
• Employee not yet having a super fund account

If you cannot resolve the error, contact Employment Hero support.

Ask the employee to re-enter the member number, removing any hidden or special characters. You can remove that employee from the current batch, resubmit for the others, and create a separate batch for that employee once the member number is corrected.

No. Enabling HeroClear does not affect existing Beam batches already in Submitted or Created status. It only prevents new Beam batches from being created for that entity.

Yes. Dashboard notifications for pending super batches include HeroClear. PayID reminder emails are also sent on the day of submission and again 2 days afterwards.

Each pay run finalisation creates its own HeroClear batch. The ATO has a specific rule for out-of-cycle payments such as a bonus paid mid-cycle: the SG due date for that bonus is the same as the SG due date for the next regular pay run that is not out of cycle.

For example, a Christmas bonus paid on 7 December with a normal pay run on 10 December has its SG due 7 business days after 10 December — not 7 December.

HeroClear submits each run on time, and where the ATO out-of-cycle rule applies, employers can rely on the next-run timing.

No. Once a batch is submitted to HeroClear, the expected payment date is determined by the payment method (Direct Debit clearing time) and cannot be manually adjusted.

For first-time Direct Debit batches, submit early to avoid a late-payment audit log entry. If you need a different payment date for a specific batch, use manual PayID — you can push the funds from your bank whenever you like.

The approver picker is tied to the payment method and entity setup state. For some manual-only configurations, the field is suppressed because there is nothing to approve until the batch is created. If both organisations are configured the same way but only one shows the dropdown, contact Employment Hero support with both organisation IDs.